Writing a facility services RFP

An RFP should describe the work before asking vendors to price it. Define the areas, tasks, timing, and completion standards so bidders can respond to the same scope.

Why vague RFPs produce vague bids

An unclear RFP leaves bidders to make different assumptions. Require them to state what is included, what is excluded, and what needs clarification.

Specify conference-room tasks separately, including approved surface cleaning, waste removal, and access windows. Ask bidders to identify assumptions rather than relying on a general room-cleaning label.

What to specify in the RFP

Include these topics so bidders can price the same work:

• Environment classification and special requirements. Identify cleanrooms, GMP areas, labs, vivarium support areas, and food service areas separately. Include the site classification, approved products, and staff training requirements for each zone.
• Task frequencies and timing windows. Nightly, weekly, monthly, and annual tasks should be listed separately. For each recurring task, specify the allowed cleaning window — including whether the area must be vacated, whether security escort is required, and whether documentation is expected for each occurrence.
• Staffing model and continuity expectations. Specify whether you require dedicated, named staff or will accept a rotational model. If high-security areas require cleared or background-checked individuals, state that requirement and ask bidders to confirm their screening process and cost model.
• Documentation and reporting. Define the required task logs, inspection records, incident reporting, and review schedule. Ask bidders to state what is included in their price.
• Response expectations. Separate routine requests from urgent work. State the response targets that fit the site and identify tasks that require EHS or specialist responders.
• Consumables ownership. Specify who supplies paper products, liners, dispensers, cleaning chemicals, and specialty products. Consumable markups are a meaningful part of total contract value and should be visible, not bundled.

Surfacing real differences

Beyond the scope, an RFP that asks the right questions will surface real differences in how vendors operate:

• Ask for historical turnover rates for similar-sized accounts in similar facility types — not a general company average, but account-level data.
• Ask how supervisory coverage is structured: supervisor-to-worker ratio, how often a supervisor is physically present on site, and how service issues are escalated and tracked.
• Ask for current references in comparable facilities, with permission to discuss the relevant scope, records, and issue resolution.
• Ask about the onboarding process for new staff assigned to your account — what training is provided, how long it takes, and who pays for it if turnover occurs.

Compare the answers with the actual site needs. Ask for clarification where a response does not explain responsibility, scope, or evidence.

Evaluation criteria that work

Review total contract cost alongside staffing, supervision, training, documentation, and references. Define the evaluation method before comparing bids.

For regulated work, ask for relevant examples of procedures and records that the provider is authorized to share. Have the site quality team review whether the proposed approach fits its requirements.

See also our facility maintenance services and janitorial services pages for more on how we scope and price work for complex Bay Area facilities.

What to check

Keep the agreed scope, exclusions, prices, and reporting responsibilities together. Use the same document during onboarding and later contract reviews.